Many companies worry about the safety of both their clients’ and their organization’s confidential information. And they have good reason to worry, too, since there are always various threats to confidential information whether they are dealing with Salesforce or other applications. Not only are hackers trying to steal this information, but sometimes even the people within the organization itself can be a threat either through carelessness or deliberate exposure.
Automated document generation software is one solution to this problem. On the surface, it may seem confusing how generating documents can actually provide security for confidential information. But a closer understanding of how document generation works may help shed light on its ability to improve a company’s confidential information.
With document automation software, you can create a workflow that determines the way information is managed whether it involves price quotes, contact information, or other sensitive data.
You can choose who has access to particular pieces of information, limiting the number of people who can access confidential files without needing to go through a bureaucratic process. Quite often, information is compromised because it goes through too many hands. With automation, the software does most of the data handling so human interaction with confidential data is very much limited.
Structures and workflow mean nothing if there is no access control. Access control includes the use of passwords to ensure only authorized people can gain access to particular documents. This, however, needs to be boosted by the use of secure passwords that are not easy to guess. With some automation systems, a user would be prompted to change the password after a certain period, for example, every month or so. With the use of individual passwords and login identity, it is possible to record who accessed certain documents and when—meaning that access can be tracked. Tracking can be used in case of an audit or during legal proceedings.
Each time a confidential document is accessed, the system can send a notification to a monitoring team. The system can even double-check when a user attaches a document to a program outside the organization’s system. For example, if an insurance employee attaches a document that contains a client’s personal information to an email, the system can prompt them to confirm if they actually intended to attach that document, so that they don’t send out sensitive data by mistake. Some systems are set to search for keywords that trigger notifications. This makes it hard for confidential information to be leaked without the administrators knowing.
With automated document generation software, you do not have to store confidential information on storage devices or as hard copy files. These can get easily lost, stolen, or misplaced, ending up in the wrong hands. Automated storage has a central data depository which is usually well-secured. Most companies prefer to use cloud storage so that the documents are not physically present within the organization’s premises. This data may still be accessible to authorized individuals wherever they may be, but is still safe.
Hot folder protection enables automatic security features on any document that is dropped into a hot folder. This means even if a user forgets to add password protection and any other safety protocol for a document, the document would be safe once it is dragged and dropped into the hot folder.
Despite the various technologically-advanced measures that can be implemented to ensure document safety, you still cannot beat common sense!
Taking basic safety measures can contribute just as much as the different security tricks the IT world may come up with. Locking the office and restricting access to particular areas like server rooms can help to improve confidentiality. At times you may need to print documents, but once it serves its purpose, dispose of the document in a shredder.